Admin Assistant

Job Description

Responsible to Operations Manager / Open Minds Therapies

Hours Full Time

Term Permanent

Salary £16,126 per annum, plus access to a contributory pension scheme

Holidays Starting at 26 days per annum plus public holidays pro rata

Disclosure This position is subject to Middlesbrough and Stockton Mind’s policies on the Safeguarding of Children and Young People, the Safeguarding of Vulnerable Adults, a DBS check and rechecked every three years.

Job purpose

·  To work in a busy and demanding primary care psychological therapies service across Middlesbrough, Stockton, Redcar and Cleveland providing an excellent administrative and reception service.

Main duties and responsibilities

  1. To deal with enquiries made by phone and face-to-face from the public, service users and professionals. To provide information about Open Minds Therapies, Mind’s Services, and those of other organisations. To provide an initial caring response to any distressed callers and involve colleagues as appropriate.
  1. To receive visitors into the buildings and ensure they are responded to appropriately.
  1. To be responsible for good organisation of reception and administration areas, including, for example, maintaining and replenishing essential stocks such as service leaflets and forms.
  1. To be responsible for and undertake admin tasks across the organisation as required, including, but not limited to, co-ordinating room bookings, processing post, ordering goods and supplies, photocopying, mailings, filing, amending paperwork, taking minutes, booking venues, supporting meetings and events, tasks to support finance including petty cash etc
  1. To provide admin support to our Projects/Services including, but not limited to, responding to requests for information about the service, taking and following up referrals, entering information on Apricot and PCMIS database including gathering missing data, entering information within agreed timelines, contacting clients about appointments, contacting GPs for information, sending standard letters, producing and amending required paperwork, booking meeting/therapy rooms, co-ordinating diaries.
  1. To support the collection of information about Mind’s activities using our databases, Apricot and PCMiS, by inputting information and running reports as required.
  1. To respond appropriately to requests for admin support from Senior Managers and provide admin support to specific projects as agreed.
  1. To provide support and recognition to volunteers working in the admin team as agreed.
  1. To take an active role in maintaining health and safety across buildings. To actively contribute to staff safety procedures. To report any maintenance issues to the Office Manager.
  1. To undertake other tasks commensurate with the position as required.
  1. To work within the policies and procedures of Middlesbrough and Stockton Mind at all times.
  1. To take part in support and supervision as required.
  1. To take part in training and professional development activities as required.

Person Specification – Admin Assistant

This document sets out the skills and experience required for this post and will be used for shortlisting and interviewing candidates.

Requirements / Essential/
Desirable
Qualifications/accreditation
·  A relevant admin qualification to NVQ level 3
·  Maths and English GCSE – Grade C minimum or equivalent
·  First Aid / Desirable
Essential
Desirable
Experience
·  Minimum of 2 years’ experience of administrative work in a busy office environment
·  Minimum of 2 years’ experience of reception/working with the public including people who may be distressed
·  Setting up and maintaining effective office systems
·  Working independently and with limited direct supervision
·  Direct personal experience of mental distress, either as a user of services, through self-management or as a carer / Essential
Essential
Essential
Essential
Desirable
Knowledge
·  Voluntary and community sector organisations / Desirable
Skills
·  Administration
·  Verbal and written communications
·  Reception and customer service, including responding calmly to individuals in distress
·  Professional demeanor
·  Accurate working and attention to detail
·  Ability to work independently and on own initiative
·  Ability to problem solve
·  High standard of literacy and numeracy
·  Organisational skills
·  IT literate, including Word, Excel, Email and internet
·  Time management, ability to work under pressure and complete tasks to deadlines
·  Team working
·  Flexible working with willingness to work in different Mind buildings and with different teams, and ability to cope with changing requirements and new tasks
·  Working with personal and confidential information / All essential
Other requirements
·  With notice, able to work additional hours to cover annual leave of reception colleagues
·  Car driver with access to own transport to travel throughout Tees
·  Positive attitude to work, energy, enthusiasm and motivation
·  Confidence to make contact and communicate with a wide range of people
·  Commitment to developing skills in line with organisation’s needs
·  Commitment to Mind’s values – including respectful, supportive and non-judgmental
·  Commitment to working within Mind’s policies and procedures / All essential

Middlesbrough and Stockton Mind, November 2015